Using things you already have, learn how to use tasks in Outlook properly: create a task, set a category (eg for a particular project, makes searching easier when you want to get all the tasks together), assign it to someone else but keep it on your task list to keep an eye on progress through to completion.

SharePoint for doc sharing and workflows, and OneNote collaboration. Take a look at this, go find out about using OneNote for your own notes but also for shared notebooks where people can add their stuff. You can work offline and when you synch you can see other peopleís changes (and roll back if you donít like them!) You could do this with your own SharePoint site or go cloud with Office 365 if you canít be bothered with the infrastructure side of this.
</MS brown-nosing>

Definitely take a look at BackPack and CampFire from 37 signals. You could sign up for both (which work together) for $61 USD / month for the sort of size of team you have. So, can you justify £500 a year saved in travel expenses and lost time getting people together for meetings? Not to mention being more up-to-the-minute and ďagileĒ with things.

For a more quick and dirty (and free) approach for project tasks or meeting actions, look at http://tadalist.com/

<edit:added back in the ideas which got lost in a previous version of this post>

Last edited by AdamV on Wed Sep 21, 2011 10:47 am; edited 1 time in total

In my previous job, we used a private blog (wordpress and apache running on a small VM hosted on one of our staging machines) and it worked. Actually, it became a source of current projects what's happening in other sites, etc.. for our technical people and it was fun too! But still for urgent matters we had to rely on other means like chat or phone!